Role
Automate sales back office.
Inside sales reads enquiries, prepares quotes and confirms orders. An AI coworker takes the recurring transfer between mailbox and ERP. It reads the agreed mailbox and prepares the fields. Price, delivery date and the message to the customer stay with your team.
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What the AI coworker takes on in this role.
Read the enquiry
An enquiry arrives as email, PDF or a spreadsheet in the shared mailbox. The coworker reads sender, item, quantity, requested date and reference. If the item number is missing, or the sender does not match one customer on the master record, the gap stays open. It does not fill the gap with an assumption, and it does not create a customer unless you explicitly want that.
Prepare the quote
A complete enquiry becomes a draft quote in the fields your team fills in today. It applies stored terms only when you have set that rule. A different price, a discount or another delivery date goes to approval, with the enquiry beside it. The draft stays a draft until someone in inside sales releases it.
Prepare the order
When the purchase order arrives, the coworker prepares the sales order from the confirmed details. It compares quantity, date and reference with the quote. A difference is shown. It is not posted quietly onto the case, and the order confirmation is not sent while that step still needs your approval.
Draft the question
A missing delivery address, commission or unit becomes a question built from the open fields. The draft says what is missing and points back to the enquiry. Whether the message goes out, and in which wording, is a decision for someone in inside sales.
Keep the status
The case shows what arrived, what was prepared and which reply is still missing. Source and open points stay together.
Show the conflict
When a detail conflicts with the master record, an open quote or an earlier order, the coworker marks the conflict and keeps the source. Two possible customers, or two possible items, stay side by side. The coworker does not choose which match is the right one.
Inside the ERP you already run
The prepared fields belong in the ERP that already holds the order. In Abacus, Opacc, Bexio and SAP Business One that is the quote or the order, not a second list beside it. Whether access is an existing interface, a file or a tightly bounded pass through the screens is settled on your system, its permissions and the steps that are allowed. There is no promise for every screen. Login, and two-factor authentication where you use it, are checked one deployment at a time. Microsoft Dynamics and WinOffice can be reviewed the same way when inside sales works there. The ERP stays the system of record.
Data handling
For inside sales that means the agreed mailbox, the attachments and the fields on the quote or the order. The Robotjoy runtime is isolated for each company and operated in Switzerland. For this process we record which content moves where. Your data stays exportable. External services are named in the data flow you can read for the process.
Clear boundaries
Price, availability, a delivery commitment and the message to the customer stay with your team. The coworker prepares the work and stops where your rule requires approval, or where a detail is uncertain. The decision then sits on the case: who approved it, and from which source. It does not hold a customer conversation, and it does not set a term that is not already stored.
Questions from the work
Short answers.
What does an AI coworker take on in the sales back office?
It reads enquiries from the agreed mailbox, prepares the quote and the order, and drafts questions from the missing fields. The status stays on the case, with the source and the open points.
Does it send quotes and order confirmations to the customer?
No, unless you release that step. It presents the draft. Price, delivery date and sending stay with the people in inside sales who are allowed to do that.
What happens when the customer or the item is ambiguous?
The gap stays open, with the enquiry beside it. Two possible matches stay side by side. The coworker does not choose, and it does not create a customer unless you explicitly want that.
Which ERP does inside sales use?
Abacus, Opacc, Bexio or SAP Business One, on the quote or the order you already run. An interface, a file or a tightly bounded pass through the screens is settled on the system. There is no promise for every screen.
Does it set discounts and special terms on its own?
Only when a stored rule says so. Anything else goes to approval, with the enquiry as the source. It does not set a term that is not already stored.